Invoices - Paybox

When an invoice is approved, it moves from the Inbox to the Paybox. Here it is ready to be included in the next Accounts Payable (AP) export. Many clients have an automated AP Export process set up, which will export the approved invoices on a predefined schedule.

Clients that do not have an automated AP export process, or need to export an invoice immediately, may export invoices manually in the Custom Financial Report tool. Only invoices in the Paybox are eligible for export!

Navigating the Paybox summary list

Many of the columns available in the Paybox are the same as the Inbox, so you should be able to navigate the modules easily.

If you wish to generate your AP Export manually, you may do so in the Custom Financial Report tool.

Columns available in the Paybox

Column	What it means…

Column	What it means…
Checkbox	Check the box to select the invoice and move it to Archive.
Vendor	The billing vendor.
Account Description	The client-defined description for the account.
Account	Click the Account Number to view a snapshot of previously received invoices and key action dates.
Invoice Number	Click the Invoice Number to see your Invoice Detail, Contract detail, History Approvals, Invoice Comments, and a PDF invoice image.
Corporate Name	The corporate name associated with the received invoice.
Validations	There are multiple validations that can be present in the Inbox as they vary by client. *Note: you may not be able to approve an invoice if there is an unresolved validation.
Date - Invoice	The invoice date.
Date - Due	The date when payment is due.
Invoice Amount - Cur	The standardized currency of your invoice (i.e. USD, CAD, GBP).
Invoice Amount - Converted	The standardized / converted Current Charge amount.
Invoice Amount - Past Due	The standardized / converted Past Due amount.
Invoice Amount - Cur	The native currency of your invoice (i.e. USD, CAD, GBP).
Invoice Amount - Original	The native Current Charge amount.
Invoice Amount - Past Due	The native Past Due amount.
Payment	The allocated amount to pay for the invoice.
Time Line	The number of days the invoice has been in the Paybox.
AP Files	The AP Export file name generated for this invoice or batch of invoices.
Approval - Date	The date of when the invoice was last approved to the Paybox.
Approval - User	The last user who approved the invoice to the Paybox.
Approval - History	The complete history of all users who approved the invoice to the Paybox.
Approval - To Archive	Move the invoice to Archive. Click on the icon to move the invoice to Archive; you will be prompted to enter a Comment before you can complete the move.
Invoice PIN	Soon to be retired.